Conference Centre Contractual Terms

1. Meeting packages

Meeting package includes:

•  the meeting room during the specified time
•  basic furnishing and equipment
•  restaurant services according to the specification
• meeting services
• cloakroom services
• VAT

Separately charged:

• costs for security guards during construction or dismantling
• separate electrical, technical and furnishing on-call staff reserved for the event
• possible additional catering services
• logistics, storage and lifting services
• furnishing changes in meeting rooms
• electrical installations

Please note that in meeting package reservations, the event can be moved to another, similar facility if necessary. If the number of participants at the event is smaller than confirmed, the event can be moved to a smaller space.

2. Meeting room reservation

Rental for meeting room includes:

• meeting room with basic equipment for the reserved period
• meeting services
• basic guidance (incl. electric light board and room signage)
• general lighting and cleaning
• room-specific air conditioning

Separately charged:

• costs for security guards during construction or dismantling
• separate electrical, technical and furnishing on-call staff reserved for the event
• catering services
• logistics, storage and lifting services
• furnishing changes in meeting rooms
• electrical installations

3. Meeting room reservations and exhibitions

Rental for meeting room includes:

• meeting rooms equipped with basic equipment for the reserved period
• meeting services
• basic guidance (incl. electric light board and room signage)
• general lighting and cleaning
• room-specific air conditioning

Separately charged:

• room rent for exceeded pre-agreed construction and dismantling time (550 €/hour + VAT)
• costs for security guards during construction and dismantling
• stand planning
• electrical installations for the exhibition, other technology, constructions and furnishing
• suspensions for constructions
• separate electrical, technical and furnishing on-call staff reserved for the event
• cleaning of exhibition stands (in large exhibitions, waste management and charges for that are agreed separately) and environmental services
• space rental for cars in the exhibition area
• catering services
• logistics, storage and lifting services
• furnishing changes in meeting rooms
• electrical installations
• floor plan drawing services, i.e. changes made to the basic floor plan of the exhibition

3.1. Environmental services

Helsinki Expo and Convention Centre follows the waste management policy in accordance with the waste act for events organised at Helsinki Expo and Convention Centre.

The lessor charges the lessee €2.20/net m2 + VAT for the environmental service. The service fee covers environmental maintenance during the construction and dismantling of the exhibition. It includes waste sorting in accordance with Helsinki Expo and Convention Centre’s environmental programme, transfer from the exhibition stand to the waste station, transport to the waste tip or waste reception points, waste tip fees, waste handling fees and the service of environmental supervisors.

4. Restaurant services

Noho Partners Oy’s terms and conditions valid from 1 July 2023

• Prices
  In euros and include VAT
• Arrangements
  The reservation is valid for the number of persons indicated by the customer according to the pre-agreed schedule.

In its catering Noho Partners Oy takes into account the special diets announced in advance according to the delivery conditions, individually without additional charge, we prepare all products per se as lactose-free or low-lactose.

• Delivery and cancellation conditions
  We expect that the catering is confirmed no later than 4/2 weeks before the event.

The minimum invoicing basis for the catering is the number of persons confirmed before the event according to the following:
under 50 persons three (3) weekdays
50-250 persons seven (7) weekdays
over 250 persons ten (10) weekdays

Invoicing according to the confirmed number of persons, or, if it exceeds the announced number, according to the actual number of persons.

If the number of participants or the nature of the event changes substantially, the restaurant has the right to renegotiate the details and costs of the event. A confirmed catering order is binding.

However, the customer can cancel the order, in which case the charge is as follows:

• less than 50 persons:
  100% when cancelled 4 weekdays before the event
• 50-250 persons
  50% when cancelled 29-7 weekdays before the event
  100% 6 weekdays before the event
• more than 250 persons
  50 %, when cancelled 59-11 weekdays before the event
  100% when cancelled 10 weekdays before or later before the event.
• Payment terms
  Invoicing of restaurant services is agreed upon in advance: company name and billing address are also required for online invoices.
  Domestic invoicing, 14 days net, invoicing fee 15,00.
  International invoicing, 14 days net, invoicing fee 30,00.
  (minimum invoicing amount 200,00).
  Advance payments are also possible.

OTHER INFO
We reserve the right to product and price changes in accordance with the prevailing price level.

Information provided by the customer to Helsinki Expo and Convention Centre will only be used for the planning and the implementation of the event.

5. Audio visual technology

Helsinki Expo and Convention Centre’s subsidiary, Suomen Videoviestintä SVV, offers professional AV technology planning, implementation and monitoring, as well as the latest sound, lighting and meeting technology and interpretation technology for your event.

Orders for AV services and equipment received no later than 14 days before the event will be delivered at list prices. A 50% increase is added to orders and modifications that arrive later.

6. Other services

The furnishings of the facilities must be agreed upon no later than 14 weekdays before the start of the event. If the furnishing change arrives later than 14 weekdays before the event, a 50% increase will be added. Floor plan drawing service, i.e. changes made to the basic floor plan of the exhibition 100 € + VAT. Basic electrical plug (16 A 230 V, 3,6 kW) for exhibitors 150 € + VAT/piece.

7. Payment terms

See payment terms in the offer/confirmation. We reserve the right to price revisions due to changes in tax laws and interpretations of these. In addition, we reserve the right to redefine the payment terms due to changes in the company’s credit information or a weakened risk rating of the company.

The person that makes the reservation must give the billing address in connection with the confirmation of the reservation. An invoicing fee of € 25 + VAT/invoice is added to the new invoice when the company’s contact information is changed. If, at the customer’s request, the invoice is divided into several parts or between several companies, an invoicing fee of € 25 +VAT/ invoice is added to each invoice.

8. Cancellation conditions

The reservation is binding from the date of confirmation. If there is something that needs to be specified in the confirmation, the contact person must be informed about it within two (2) days from the date of the confirmation.

8.1. If you cancel the entire event:

Rooms 101, 101abc, 101 ab, 101 cd, 101c, 101d, 103, 103a, 103b, Valo and Säde:

• over12 months before the start of the reservation, no cancellation fee
• over 9 months before the start of the reservation 10 % of the facility rental
• 9 months–60 days before the start of the reservation 50 % of the facility rental
• under 60 days before the start of the reservation 100 % of the facility rental

Rooms 102, 201, 203, 203a, 204−209, 215 and 216, Kajo, Platta, Panorama, Mesta, Exhibitor Lounge, Press room:

• 60−31 days before the start of the reservation 10 % of the facility rental
• 30−7 days before the start of the reservation 50 % of the facility rental
• under 7 days before the start of the reservation 100 % of the facility rental

Rooms 104, 202, 203b, 210–214, 216A Namu, 217, 218, 301–307, Gallery sauna:

• 14–3 days before the start of the reservation 50 % of the facility rental
• Less than 3 days before the start of the event 100 % of the facility rental

8.2 If you cancel part of the spaces reserved:

Rooms 101 cd, 101c, 101d,103, 103a, 103b, Valo and Säde:

• 90–31 days before the start of the reservation 10 % of the space rent
• 30–7 days before the start of the reservation 50 % of the space rent
• 6 days before the start of the reservation 100 % of the space rent

Rooms 102, 201, 203, 203 a, 204-209, 215 and 216 Kajo, Platta, Panorama, Mesta:

• 60–31 days before the start of the reservation 10 % of the space rent
• 30–7 before the start of the reservation 50 % of the space rent
• 6 days before the start of the reservation or later 100 % of the space rent

Rooms 104, 202, 203b, 210–214, 216A Namu, 217–218, 301–307, Galleria sauna, Exhibitors Club, Press room:

• 14–3 days before start of the reservation 50 % of the space rent
• 2 days before the start of the reservation or later 100 % of the space rent

9. General terms

• Special arrangements made for the event and the staff booked for them will be charged for separately.
• The room reservation cannot be transferred to a third party without a separate agreement with the lessor. The transfer may affect the contract and payment terms. The party that makes the reservation is also obliged to inform his potential subcontractor or third party about the agreed matters.
• The build-up and dismantling time as well as the storage of the goods must be agreed upon in advance with the contact person of Helsinki Expo and Convention Centre, and the premises and staff reserved for them will be charged separately.
• Attaching material to the walls of Helsinki Expo and Convention Centre is not allowed. The lessee is responsible for damage to the lessor’s property. The lessee is also responsible for the participants of the event, performers, subcontractors, the public and members of its own staff and others in a similar position for personal and property damage that occurs during the event. The lessor is not responsible for damage if the property of the event organiser, participant or audience is lost or damaged.
• If the cause of person or material damage to event participants, performers, subcontractors, the public, event staff or other persons or entities in a similar position has been the intentional or negligent actions of the lessor, one of the lessor’s staff or another person acting on behalf of the lessor, the lessor is responsible for the damage. However, even in the cases mentioned in this section, the lessor is not responsible for indirect damages caused to the lessee, employees of the lessee or other entities or persons.
• The lessee undertakes to follow the instructions of the authorities and Helsinki Expo and Convention Centre staff regarding fire and other safety issues. The material used for decorations must be fire-classified, and the use of open fire at the event must always be discussed separately with the contact person at Helsinki Expo and Convention Centre.
• The lessee is responsible for transporting the surplus meeting material away from the lessor’s premises. Waste management costs arising from material left to be destroyed will be charged to the lessee.

Force Majeure

Force majeure is considered to be an inevitable and unpredictable event beyond the control of the contracting party, which makes the fulfilment of the contract virtually impossible. A force majeure can be caused by, for example, a natural disaster, fire, explosion, earthquake, war, threat of terrorism, interruption of energy distribution or an order from an authority (eg. pan epidemic).

The other party to the contract must be notified without delay of the onset of force majeure, its cause and estimated duration.

If the rented premises cannot be used during the rental period due to force majeure and the event cannot be organised at the planned time, the parties will agree on a new event time based on the availability of the rented premises. In the event of force majeure and the existence of the obstacle continues for more than 6 months, the parties can agree on the termination of the contract without separate cancellation costs. In such a situation, however, the lessor has the right to keep 5% of the agreed rent as compensation for the work already done in connection with the organization of the event.

For the sake of clarity, it is stated that the Covid-19 infectious disease or its spreading does not constitute an overwhelming obstacle, except for the situation where, due to an official order related to the Covid-19 infectious disease, it is not allowed to organize the intended gathering in the rented premises during the event time specified in the contract/confirmation.

We reserve the right to make changes.